INTER-TEL
ANCESSORY TALK
VOICE MAIL USER GUIDE
Part No. 550.8101
Issue 4, April 1996
Inter-Tel AXXESSORY Talk Voice Mail User Guide
TABLE OF CONTENTS
INTRODUCING THE INTER-TEL AXXESSORY TALK
VOICEMAILFEATURES ... .
About This Guide ... 1
General System Information ... 1
Mailboxes ... 2
Record-A-Call ... 2
Multilingual Capability ... 2
ENTERINGYOURMAILBOX ... INITIALIZING YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
LISTENING TO MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
SENDINGMESSAGES ... . PERSONALOPTIONS.. ... . REMOTE MESSAGING ... 10
USING THE DIRECTORY ... 11
NON-SUBSCRIBER ACCESS TO VOICE MAIL ... 12
Inter-Tel AXXESSORY Talk Voice Mail User Guide
INTRODUCING
THE INTER-TEL
AXXESSORY
TALK VOICE MAIL FEATURES
About This Guide
This user guide contains instructions for using the Voice Mail features available through the Inter-Tel AXXESSORY Talk voice processing system. For more detailed information and expanded procedures, refer to the Inter-Tel AXXESS Owner’s Guide. For quick access to basic subscriber instructions, refer to the Inter-Tel AXXESSORY Talk Subscriber Quick Reference Guide. For quick access to basic System Adminis- trator procedures, refer to the Inter-Tel AXXESSORY Talk System Administrator Quick Reference Guide.
General System Information
Inter-Tel AXXESSORY TalkTM Voice Mail allows callers to send and receive re- corded messages from any station or DTMF telephone. (Callers using dial-pulse phones can be routed to the operator for assistance.)
Station users and outside callers reach Voice Mail in the following ways:
l By dialing the telephone number or extension number assigned to the Voice Mail
application
l By being transferred to Voice Mail by the automated attendant
l By being forwarded (using manual or system forward) to Voice Mail when a
called station is unavailable
l By responding to message waiting indications left by voice mail at a station
Voice Mail User Guide Inter-Tel AXXESSORY Talk
Mailboxes
Each Voice Mail user can be assigned a unique mailbox number. There are three types of mailboxes on the voice mail system: Standard, Receive-Only, and System Administrator.
l Standard mailbox features include: listening to new messages, sending mes-
sages, forwarding messages, deleting messages, saving messages, programming personal options, and, if authorized through database programming, setting up remote messaging.
l A Receive-Only mailbox user can only listen to new messages, save or delete
them, and program personal options.
l The System Administrator has all of the Standard mailbox options, plus the abil-
ity to record and send broadcast messages, provide mailbox and group list main- tenance, and record and select custom recordings.
When your mailbox receives a message, your station is signaled. If it is a keyset, the MSG key is lit and the display shows that a message has been received. A single-line set will receive message waiting signals of six tones when the handset is lifted, if enabled system-wide.
Remote messaging can be enabled for your mailbox through database programming and set up through your mailbox. It allows you to enter the primary and/or alternate telephone number, pager number, or extension number that the voice mail system will call when new messages are received by your mailbox. (See page 10 for details on using remote messaging.)
Record-A-Call
Your phone may be programmed to use the Record-A-Gall feature. If so, you can enter a feature code whenever you want to record an ongoing call. You can retrieve the message later, just as you would any other mailbox message. For more informa- tion on using this feature, refer to the appropriate user guide for your type of phone.
Multilingual Capability
Your telephone system provides a choice between English and Japanese prompts and displays. If your phone is programmed for English, all displays appear in English and all Voice Mail prompts are delivered in English (unless overridden). If programmed for Japanese, all displays appear in Katakana characters and all voice prompts are played in Japanese (unless overridden). By default, all phones are set for English. For more information on this feature, refer to the appropriate user guide for your”type of phone.
Inter-Tel AXXESSORY Talk Voice Mail User Guide
ENTERING YOUR MAILBOX
When you enter your mailbox, the system may play one of the following messages:
l Mailbox almost full or full: If your mailbox is full, no new messages can be
received until you delete waiting or saved messages.
l Message count: The system tells you how many messages are waiting to be
heard, if any, and how many are priority messages.
l Remote messaging: The system will indicate whether primary or alternate re-
mote messaging is selected when remote messaging is enabled. It will also alert you if a programming error has been detected and/or whether it encountered busy system resources when attempting to place a remote messaging call.
Enter your mailbox by following these steps:
- Dial the Voice Mail extension number. (You hear the main menu.) - During or after the greeting, press
q
to identify yourself as a subscriber.- Enter our mailbox number and your personal password (if programmed). Then b
press # .
If
your MSG key is lit and you have a message fr& Voice Mail:- Lift the handset OR press 11. (If you have a non-display keyset, you do not have to perform this first step.)
- Press ml.
Voice Mail User Guide Inter-Tel AXXESSORY Talk
INITIALIZING
YOUR MAILBOX
The first time you use your mailbox, you must initialize it (set it up). System prompts will instruct you to:
l Change the default password number to a personal password. l Record a name to identify yourself in the company directory.
l Listen to the Voice Mail application introduction. (You can skip this introduction
by pressing
q
, if desired.)To initialize your mailbox:
Dial the Voice Mail extension number. (You hear the main menu.) Press
q
to identify yourself as a subscriber. ,Enter your mailbox number and default password. (Your default password is your mailbox number.)
If you want a cs
assword, enter a new password using digits O-9 (up to 12 digits). Then press # . Voice Mail plays back your password.
If you do not want to use a password, press
q
.Press
q
to accept the entry. (Or, pressq
if you wish to re-enter your pass- word.) The system prompts you to record your directory name.After the tone, record your first and last name. When finished, press
q
.Inter-Tel AXXESSORY Talk Voice Mail User Guide
LISTENING
TO MESSAGES
Whenever you enter your mailbox, you are told how many new and saved messages you have.
To listen to messages:
- Enter your mailbox as described on page 3.
- EITHER, Press fl to listen to your new messages.
OR, Press
q
to listen to your saved messages.- The system plays each message in the queue selected. While you are listening to a message, you can use the following options:
. Press
q
to skip to the end of the recording. , . Pressq
to back up.. Press
q
to pause. (Then press any key to continue.) . Pressq
to skip ahead.. Press
q
to lower the volume.. Press
q
to play the message envelope again.. Press
q
to raise the volume.. Press
q
to save the new message in your mailbox.. Press
q
to delete the message from your mailbox.- When the message has finished playing, you have the following options:
. Press
q
to replay the message from the beginning.. Press
q
to reply to the message.. Press
q
to forward a copy of the message to another subscriber. If you want to include introductory comments, pressq
and record an introduction. If not, pressq
to forward the message without an introduction.. Press
q
to listen to the previous message.. Press
q
to play the introductory message “envelope” again.. Press
q
to listen to the next message.. Press
q
to save the new message in your mailbox. n. Press
q
to delete the message from your mailbox.Voice Mail User Guide Inter- Tel AXXESSOR Y Talk
SENDING MESSAGES
To send messages:
- Enter your mailbox as described on page 3. - Press
q
- Dial the desired mailbox number or group list number. - After hearing the subscriber’s name, press
q
to accept it.- When you hear the tone, record your message.
. To pause while recording, press
q
. To continue, press any key.. To erase and re-record your message, press
q
.- When you have completed your message, you have the following options:
To exit: Hang up. OR, press
q
and go to the next step.To replay your message: Press
q
.To add to your message: Press
q
and continue your message.To erase and re-record your message: Press
q
.To use the special delivery options: Press
q
. You can perform one or more of the following steps:. Press
q
to mark the message “private.” (This prevents the recipient from forwarding it to other subscribers.). Press
q
to mark the message “certified.” (When a certified message is heard by the recipient, you will receive a receipt ‘notice.). Press
q
to mark the message “priority.” (This will place your message ahead of all other waiting messages in the receiving mailbox.). Press
q
to cancel delivery options.. Press
q
to deliver the message. (If you wish to mark the message certified, private, and/or priority, do so before completing this step.)- After the message has been sent, you may choose either of the following options:
. Press
q
and enter another mailbox number to send the message to anotherdestination. n
. Press
q
to exit.Inter-Tel AXXESSOR Y Talk Voice Mail User Guide
PERSONAL
OPTIONS
Personal Options allow you to customize your mailbox. Voice Mail has the following personal options:
l Greetings: Your primary or alternate greeting is played to callers when they
reach your mailbox.
l Directory Name: Your recorded name is used to identify you in the directory
and to verify your mailbox number when messages are addressed to you by non- subscribers and other subscribers.
l Password: Your password prevents unauthorized access to your mailbox.
l Message Envelope Contents: Each message is preceded by an “envelope” mes-
sage that can be programmed to include time/date the message was left, the source of the message, and/or the length of the message.
l Transfer Method (if enabled): When a call is received by an automated atten-
dant or call routing announcement application and the caller enters your exten- sion number, the programmed Transfer Method determines how the call will be transferred. Depending on the Transfer Method programmed for your phone, transferred calls from AXXESSORY Talk may be unannounced (as usual), or one of the following may occur:
- “Announce Only” Calls: Before the Voice Mail system transfers a call to
you, a prompt asks the caller to record his or her name before the system completes the transfer.
- “Screened” Calls: Before the Voice Mail system transfers a call to you, a
prompt asks the caller to record his or her name. When you answer the call from Voice Mail, you hear, “You have a call from (caller’s name),” You
then have the option of replaying the name, sending the call to voice mail (if you have a mailbox), transferring the call to another extension, accepting the call, or rejecting it,.
Voice Mail User Guide Inter-Tel AXXESSORY Talk
To program personal options:
- Enter your mailbox as described on page 3.
- Press
q
to select the Personal Options Menu. You may then perform any or all of the following functions:To change your personal greeting: . Press
q
.. EITHER, Press
q
to record and/or enable your primary greeting.OR, Press
q
to record and/or enable your alternate greeting. OR, Pressq
to enable the system default mailbox greeting.l
If
you pressed 1 or 2, the current greeting is played (if one exists). Then doone of the following:
EITHER, Press
q
to accept the greeting. (Or, pressq
if you wish to replay the greeting, pressq
to add to the greeting, or pressq
to erase and re- record the greeting.)OR, Press
q
to exit without changing your greeting. To change your directory name:. Press a. Your current name is played. (Press
q
to replay your recorded name, if desired.). Press
q
to erase and re-record your name.. When you hear a tone, record your first and last name, then press
q
.
Pressq
again to acce t your recorded name. (Or, press 1b 0
to replay your recorded name, press 2 to add to your name, or press 3 to erase and re-record your name.)
To change your password: . Press a.
l Ifyou want to have a password, enter a new password using digits O-9 (up to
12 digits).
If
you do not want to use a password, skip this step.. Press a. Voice Mail plays back your pass’word if you entered one. . Press
q
to accept the password as entered. Or, pressq
if you want to eraseand re-enter your password.
Inter-Tel AXXESSORY Talk Voice Mail User Guide
To change your message envelope:
. Press
q
. You can then do any of the following:To enable or disable the time/date option, press a.
To enable or disable the message source option, press n.
To enable or disable the message length option, press a.
To enable all options, press
q
. To disable the envelope, pressq
.To accept the envelope, press
q
.To return to the Personal Options menu without changing the envelope, press
q
.To change your Transfer Method (if allowed):
. Press
q
. The system tells you what your current Transfer Method is. You can then select the desired Transfer Method, as follows:To select unannounced transfers, press
q
. To select screened transfers, press a.To select announce only transfer, press
q
.Voice Mail User Guide Inter-Tel AXXESSORY Talk
REMOTE MESSAGING
To set up remote messaging:
- Enter your mailbox as described on page 3. - Press
q
.- EITHER, press
q
to set up a Primary cascade.OR, press
q
to set up an Alternate cascade.- A prompt tells you what the cascade’s current status is. (If desired, press
q
to return to the Personal Options Menu.) Perform one of the following steps.To program a cascade level: Press
q
then program the following:l Enter the number of the level you wish to program (l-9). You then have the
following options:
To enable or disable the cascade level: Press
q
. (You cannot enable the level until a notification number is programmed.)To set up or change the personal telephone number: Press
q
. Then pressq
if it is an extension number OR pressq
if it is an outside number. Then enter the number. (Executive keyset users can enter the special characters for pause, mailbox, and new message count by pressing their menu keys.)To set up or change the pager telephone number:Press
q
. Then enter the number. (Executive keyset users can enter the special characters for pause, mailbox, and new message count by pressing their menu keys.)To set up time of day for notification: Press
q
. Then, when prompted, enter the time at which you wish to have the message notification start and stop. Enter the times with two digits for the hour and two digits for the minutes. If enterin the time in 12-hour format, you will be prompted to pressq
for AM or press d 2 for PM. Note: If you wish to have 24-hour notification, program the starting and ending times to be the same.To set up the days of the week for notification: Press 3 . Then select one of the following: Press
q
for messaging Monday-Friday, B 2 for all days, orq
to select individual days. If you selected individual days, you will be prompted to press digits l-7 which correspond to the days Sunday through Saturday.To select all or priority-only message notif&ion: Press
q
. Then pressq
for all messages orq
for priority messages only.- The list of options returns. Either select another option, as described above, or
press
q
to save the settings and exit. nInter-Tel AXXESSORY Talk Voice Mail User Guide
USING THE DIRECTORY
The mailbox and extension number directories can be used any time a prompt asks you to enter a mailbox number. You use the keypad keys to enter the name. The system then plays the closest matching directory name that corresponds to the entry. There are two methods used for entering a name:
l Non-Display Keysets and Single-Line Sets: Quick Spell callers press a single
key on the dial pad for each letter entered. The letters match those printed on the key (for example, press
q
to enter A, B, or C).l Display Keysets: Exact Spell callers press the keys to enter the name. The num-
ber of times a key is pressed determines which character is entered, as shown below. When adjoining characters are under the same key, press I] to ad- vance to the next character. For example, 56611666337777 enters JONES.
6
tT
9If you press
q
at any time while spelling a name, the voice mail system will play a helpful prompt instructing you how to enter a name. (Display keyset users will receive Exact Spell instructions; all other users will hear Quick Spell instructions.) To use the directory:- Dial the Voice Mail extension number, then press
q
for Directory Services. - Enter the desired name, as described above, then pressq
.- The selected name is played. Do one of the following:
l To accept the name, press
q
.l To hear the previous name in the directory, press
q
.l To hear additional information for the selected name (ifallowed), press
q
. l To hear the next name in the directory, pressq
.l To spell a different name, press
q
and spell a new name as described above. l To switch the first/last name sort order, pressq
.0
Voice Mail User Guide Inter-Tel AXXESSORY Talk
NON-SUBSCRIBER
ACCESS TO VOICE MAIL
You do not have to enter your mailbox to leave a message for another “subscriber.” You can leave a “non-subscriber” message from any phone on your system or from any outside telephone, but the recipient will not have the option of replying to your message. However, if you leave a non-subscriber message using the phone associated with your mailbox, the receiver can reply to your message; the reply will be sent to the mailbox associated with your phone.
To leave a message as a non-subscriber:
- Ifyou hear the Voice Mail greeting or menu, dial the desired mailbox number. (If you do not know the number, press
q
to access the mailbox directory.) If you hear a subscriber’s personal mailbox greeting, skip this step.- After hearing the subscriber’s greeting and a tone, record your message. You have the following options:
4 . Press
q
to call the attendant.. Press
q
to pause while recording. To continue, press any key except zero. . Pressq
to erase and re-record your message.. Press
q
to cancel the recording and return to the menu.- When you have completed your message, you have the following options:
To exit: Hang up. OR, press
q
and go to the next step.To replay your message: Press
q
,To add to your message: Press
q
and continue your message.To erase and re-record your message: Press
q
.To use the special delivery options: Press
q
. You can perform one or more of the following steps:. Press
q
to mark the message “private.” (This prevents the recipient from forwarding it to other subscribers.). Press
q
to mark the message “priority.” (This will place your message ahead of all other waiting messages in the receiving mailbox.). Press
q
to cancel delivery options.. Press
q
to deliver the message. (If you wish to mark the message certified, private, and/or priority, do so before completing this step.)- After the message has been sent, you may choosi either of the following options: . Press
q
and enter another mailbox number to send the message to anotherdestination. . Press
q
to exit.AXXESS KEYSET QUICK REFERENCE
GUIDE
Select Outgoing Line: Depending on howyour system is programmed, you may have several methods for selecting an outgoing line. Generally, you can press the OUTGO- ING key, an unlit CALL or LINE key, or a LINE GROUP key, or you can enter the ARSfeaturecode(defaultis9200).Referto the Inter-Tel AXXESS Keyset User Guide
for more information.
INTERCOM CALL Answer:
l EITHER, Respond handsfree
OR, Lift handset. Place:
l While on or off hook, dial exten-
sion number.
,OUTSIDE CALL Answer:
l Lift handset. If not connected.
press w, ml, or ml. Place:
While on or off hook, select out- going line.
Dial telephone number.
EMERGENCY CALL
Lift handset and dial ~~~~~ to automatically call the preset emer- gency number.
TRANSFER
While on a call or conference, press MI.
EITHER, Dial extension number. OR, Select outgoing line and dial telephone number.
EITHER, Announce call and hang up.
OR, Press I[ to transfer call to hold.
HOLD
While on a call, press I[ and hang up.
Return to caller by pressing 14, I], or-l.
REDIAL Lift handset and press I[.
STATION SPEED DIAL Store number:
While on hook, press m18l. EITHER, Press Station Speed- Dial key to be programmed. ?R, Dial desired location code P-9).
EITHER, Dial extension number. OR. Dial outside televhone num- I
ber (press Fl once for asterisk, twice for pound, three times for hookflash, or four times to enter pause).
Press
q
to store number and exit. Dial number:l Lift handset, if desired.
0 If placing outgoing call, select outgoing line.
l EITHER, Press desired Station
Speed-Dial key (if you have one).
OR, Press Fl or II
[ql811?]. Then dial desired loca- tion code (O-9).
SYSTEM SPEED DIAL
l Lift handset, if desired.
0, Select outgoing line. 0 Press -1 or mm8.
l Dial location code (000-999).
Part Number 550.8004
REVERSETRANSFER
l To pick up a call that is ringing or
holding at another station, lift handset and press
q
.l Dial extension number where call
is ringing or holding. QUEUING
Busy line or station callback:
l When you hear busy signals, press
FC)UE or mm. Then hang UP.
CALL WAITING
l If you hear a single camp-on tone
while on a call, hang up to end the current call. OR, Press I[.
l Answer the waiting call by press-
ing ICALL I[, or I. MESSAGES Leave a message:
l Place an intercom call and press
ml. Then hang up or wait for message center to answer. Reply to waiting message:
l EITHER, Press -1 to view the
message and then press
q
to re- spond.OR, Lift handset and press -1. Cancel waiting message:
l While on hook, press- -1
view message, then press
q
. DO-NOT-DISTURB Enable:to
0 Press 1x1.
l Dial message number (01-20). OR
Press I=1 or [VI to scroll. 0 Press IS,,,
PAGING
l Lift handset and press IFI or
Ia
l Dial zone code (G9). After tone,
make announcement and hang up. CONFERENCE
Start:
l While on a call, press 1x1. l Place next call and press I-1.
(Repeat for additional parties.) 0 Press I-1 again.
Exit and re-enter conference: 0 Press ICNFjll to exit conference.
Press ml again to re-enter. Exit and place conference on hold (parties stay connected):
l Press II to place conference
on hold.
0 Press ml-again to re-enter. End conference and place par- ties on hold:
l Press -1, then press Il. l To return to one caller at a time,
press II or I. CALL FORWARD
l Standard or Basic Keyset:
EZTHER, Press m]. OR, Dial call forward feature code: 355,All calls
356-If no answer 357-If busy
358-If no answer or busy Executive Keyset: Press I-1 and then select menu option.
l EITHER, Dial extension number.
OR, Select outside line and dial ,
telephone number. Cancel:
Cancel:
There are three types of System Administrator.
mallboxes voice Standard, Receive-Only, and
. Standard mailbox features include: hstemng to new messages, sending messages, for- warding messages, deletmg messages, savmg messages, programmmg personal op- tions, and, If authorized through database programming, setting up remote messaging.
. A Receive-Only mallbox user can and program personal options.
only lIsten
INTEGRATED i?sTE~s ~
messages, save or delete them,
INTER-TEL
AXXESSORY TALK
SUBSCRIBER
POCKET GUIDE
Remote Messaging must be enabled for your mailbox through database programming. Then you set it up through your mallbox. It allows you to enter the primary and/or alternate telephone number or extension number that the voice mail system will call when new mes- sages are received by your mailbox.
MAILBOX ANNOUNCEMENTS
When you enter your mailbox, you may hear one of the following announcements: INTRODUCING VOICE MAIL
. Mailbox almost full or full: If your mailbox until you delete waiting or saved messages.
is full, no new messages can be received . Message count: This tells you how many
how many are priority messages.
messages are waiting to be heard, if any, and
Inter-Tel AXXESSORY TalkTM Voice Mail allows you to send and receive recorded mes- sages from any station. Station users and outside callers may enter Voice Mail in the fol- lowing ways:
. By dialing the telephone number or extension number assigned to the Voice Mall
. Remote messaging: This announcement will indicate whether primary or alternate remote messaging is selected when remote messaging is enabled. It will also alert you if a programming error has been detected and/or whether Voice Mail encountered busy system resources when attempting to place a remote messaging call.
ADDITIONAL INFORMATION
For more detailed information and expanded procedures, refer to the Inter-Tel AXXESS- ORY Talk Voice Mail User Guide.
Your System Administrator is Extension Number
application
. By being transferred to Voice Mail by the automated attendant
. By being forwarded (using manual or system forward) to Voice Mail when a called station is unavailable
WHILE THE M E S S A G E I S PLAYING: 1 Back Up
Pause Move Forward Lower The Volume Play The Envelope Increase The Volume Skrp To The End AFTER THE M E S S A G E :
Replay The Message Reply To The Message Forward A Copy Lrsten To Prevtous Message Play The Envelope Again Listen To Next Message Save The Message Delete The Message
+
ENVELOPE OPTIONS Trme And Date On/Off Message Source On/Off Message Length On/Off All Opttons Enabled No Options Enabled Accept Settrngs Cancel/Previous Menu
Replay Your Greetrng/Name q
J
Add To Your Greetrng/Name q + Erase And Re-record Accept The GreetrnglName q CanceVPrevtous Menu+
i REMOTE MESSAGING 1
Enter cascade level number then: Enable/Disable Notrfrcatton q Enter Personal Number El Enter Pager Number
El 1 DAYSOFTHE WEEK 1 1 ?lP~-~:~ Week 8 1 Select lndivtdual Days l-7 q
M E S S A G E TYPES
-
All Messages I I I Pnonty Messages Only H
2 Record Your Message Pause q Erase q 3. Press cl # for Options
Or hang up to send
+
message & exit OPTIONSReplay Your Message El Add To Your Message El
L
Erase And Re-record El CancelEl Delwery Opttons El Send Message and Exit
El
4
